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Serial  No.  48 


SUPPLEMENT  TO  THE 
REGULATIONS  AND  INSTRUCTIONS 

FOR  THE  GOVERNMENT  OF  THE 

UNITED  STATES  COAST  AND 
GEODETIC  SURVEY 

From  January  1,  1913,  to  June  30,  1916 


WASHINGTON  :  GOVERNMENT  PRINTING  OFFICE  :  1916 


...ITY     i 


VX5 


CHANGES  IN  REGULATIONS,  CIRCULARS,  BULLETIN  NOTES,  AND 

OFFICE  MEMORANDA  IN  REGARD  TO  ACCOUNTS,  JANUARY  1, 

1913,  TO  JUNE  30,  1916.       

CONTENTS. 

Par. 

Address  to  be  given  on  pay  vouchers  payable  by  check 1 

Advertising,  newspaper,  for  bids  involving  $1,000  or  more 2 

Antityphoid  vaccine 

Assistant  superintendent,  officers  to  act  in  absence  of 4 

Balances,  statement  of  _. 
Bills  of  lading  ___ 

Bond,  amount  of,  required  of  chief  of  party 7 

Checks,  disposition  of  canceled  and  mutilated 8 

Coats,  caps,  and  aprons,  white,  furnished  messmen 9 

Commutation  and  subsistence,  changes  in  regulations 10 

While  traveling  (see  also  Pay  and  subsistence) 11 

Competition  in  connection  with  purchases  and  contracts  for  supplies 12 

Contracts,  reduction  in  number  to  be  submitted 13 

Subletting  provision  to  be  included  in  invitation  for  proposals 14 

Damages,  liquidated 15 

Descriptive  list  and  service  record 16 

Discharges,  duplicate 17 

Estimates  and  expenditures : 

Estimates  to  be  rendered  in  triplicate 18 

Items  of  expenditure  disallowed  by  auditor 19 

Flags,  changes  in  regulations  respecting 20 

Dimensions  of 21 

Inspectors  and  chiefs  of  parties,  authority  of 22 

Internal-revenue  tax 23 

Leave  of  absence,  accrued 24 

Materials  and  supplies,  purchase  of,  from  Navy  Department 25 

Medical  and  surgical  equipment 26 

Miles  run  by  steamers , 27 

Pay  and  subsistence  of  watch  officers,  mates,  chief  engineers,  and  surgeons-  28 

Per  signatures  to  cash  receipts 29 

Radio  messages 30 

Receipts,  miscellaneous 31 

Reports,  personal 32 

Requisitions  for  funds 33 

Seamen,  deceased,  disposition  of  funds  and  personal  effects  of 34 

Stamps,  rubber,  purchase  of , 35 

Telegrams,  confirmation  of 36 

Intended  for  Washington,  D.  C.,  address  of 37 

Tips  to  porters  and  waiters 38 

Travel  accounts 39 

Parlor  or  sleeping  car  accommodations 40 

Uniform  regulations 41 

Vessels,  regulation  respecting  repairs  of  and  obtaining  marine  stores  from 

navy  yards  and  naval  stations 42 

Estimates  for  repairs  of 43 

(3) 


1.  ADDRESS  TO  BE  STATED   ON   SALARY  VOUCHERS  PAYABLE   BY  CHECK. 

[Office  memorandum,  November  9,  1915.] 

Officers  and  other  employees  of  the  Coast  and  Geodetic  Survey  who  are  paid 
by  the  disbursing  agent  on  separate  vouchers  should  state  specifically  on  the 
face  of  voucher  on  the  line  marked  "  address  "  the  exact  address  to  which  check 
in  payment  of  the  voucher  should  be  mailed. 

The  common  custom  of  giving  the  address  as  "  Coast  and  Geodetic  Survey  " 
or  "  Washington,  D.  C.,"  is  not  sufficient  for  the  needs  of  the  accounting  division. 

As  indicated  above,  all  checks  in  future  will  be  mailed  to  the  address  given 
on  the  face  of  the  voucher. 

2.  NEWSPAPER  ADVERTISING  FOR  BIDS  INVOLVING  $1,000  OR  MORE. 

[Circular  No.  3,  July  9,  1913.] 

The  following  departmental  order  is  published  for  the  guidance  of  those  con- 
cerned. Contracts  and  purchases  in  the  Philippines  are  excepted  from  the 
provisions  of  the  order. 

Whenever  it  is  proposed  to  make  purchases  or  to  enter  into  contracts  that 
will  necessitate  an  expenditure  amounting  to  $1,000  or  more,  proposals  for  fur- 
nishing the  materials,  services,  or  supplies  desired  or  for  the  construction  work 
involved,  shall  be  advertised  for  in  one  or  more  newspapers  in  the  locality 
where  said  purchase  is  to  be  made  or  contract  is  to  be  performed,  except  in  the 
case  of  purchases  of  patented  articles  or  devices. 

The  sworn  statement  of  advertising  rates  required  by  law  to  be  furnished  by 
proprietors  or  publishers  of  newspapers  in  which  advertising  for  the  Depart- 
ment is  placed  are  on  file  in  the  Office  of  the  Secretary  (Division  of  Publica- 
tions). It  is  directed,  therefore,  that  when  any  bureau  or  office  desires  adver- 
tising to  be  done,  whether  for  such  bureau  or  office  in  Washington  or  in  any 
outside  service  of  the  Department,  a  copy  of  the  proposed  advertising  shall  be 
forwarded  to  the  Secretary  of  Commerce,  together  with  a  statement  of  the  num- 
ber and  places  of  publication  of  newspapers  in  which  it  is  believed  the  adver- 
tisement should  be  placed.  The  selection  of  the  newspapers  will  be  made  by 
the  Office  of  the  Secretary,  but  the  Department  has  no  objection  to  the  bureau 
or  office  suggesting  the  names  of  the  papers  to  be  used. 

In  carrying  out  the  provisions  of  the  above  order,  officers  of  the  Survey 
desiring  to  secure  bids  which  will  involve  an  expenditure  of  $1,000  or  more 
must  furnish  this  office  with  a  copy  of  the  proposed  advertisement  in  ample  time 
in  advance  of  the  date  determined  upon  for  the  opening  of  the  bids  for  the  neces- 
sary departmental  action  and  insertion  of  advertisement  in  papers.  Invitations 
for  bids  may  also  be  mailed,  as  at  present,  to  prospective  bidders. 

3.  ANTITYPHOID  VACCINE. 

[Circular  No.  12,  January  22,  1915.] 

The  United  States  Public  Health  Service  has  called  the  attention  of  this  office 
to  the  advisability  of  protecting  the  officers  and  crews  of  the  vessels  of  our 
service  from  typhoid  fever  by  preventive  inoculations  of  typhoid  vaccine,  and 
has  recommended  its  administration  to  all  such  officers  and  men,  not  only  to 
those  now  on  our  vessels,  but  to  those  who  may  hereafter  be  employed  thereon, 
except  those  who  have  had  an  attack  of  typhoid  fever. 

The  advisability  of  carrying  out  the  above-mentioned  recommendation  is  evi- 
dent;  therefore,  you  are  hereby  directed  to  have  the  antityphoid  vaccine  ad- 
ministered to  all  officers  and  members  of  the  crew  of  your  command,  except 
those  who  are  known  to  have  had  typhoid  fever. 


.5 

This  vaccine  can  be  obtained  from  the  Hygienic  Laboratory,  Twenty-fifth  and 
E  streets  NW.,  Washington,  D.  C.  The  medical  officer  of  your  ship  will  make 
requisition  through  official  channels  for  the  quantity  needed. 

The  officers  and  crews  of  vessels  to  which  a  medical  officer  is  not  attached 
can  have  this  vaccination  performed  by  officers  of  the  United  States  Public 
Health  Service  at  any  port  where  there  is  a  station  of  that  service. 

You  will  arrange  to  have  the  vaccination  performed  at  such  times  as  will  not 
interfere  with  the  duties  of  the  ship. 

The  provisions  of  paragraph  314  of  the  Regulations  are  hereby  extended  to 
include  inoculations  of  antityphoid  vaccine. 

4.  OFFICIALS  TO  ACT  IN  ABSENCE   OF  ASSISTANT   SUPERINTENDENT. 

[Circular  No.  16,  June  7,  1915.] 

Paragraph  371  (a)  is  amended  to  read  as  follows: 

371  (a)  He  shall  act  as  Assistant  Superintendent  in  the  absence  of  the  Assist- 
ant Superintendent. 

New  paragraph  373  (c)  is  added,  to  read  as  follows: 

373  (c)  He  shall  act  as  Assistant  Superintendent  in  the  absence  of  the  Super- 
intendent, the  Assistant  Superintendent,  and  the  Assistant  in  Charge  of  the 
Office. 

5.  STATEMENT  OF  BALANCES. 

[Bulletin,  March,  1915.] 

The  attention  of  chiefs  of  parties  is  called  to  paragraphs  2,  3,  and  4  on  the 
back  of  Form  474  (Statement  of  Balances),  and  a  strict  compliance  with  the 
provisions  of  said  paragraphs  is  enjoined.  Heretofore  the  office  has  been 
embarrassed  at  the  close  of  the  fiscal  year  by  lack  of  sufficient  information 
by  which  to  guide  it  in  making  allotments  and  reversions  or  otherwise  prop- 
erly distributing  such  remaining  funds  as  may  exist  into  the  proper  channels, 
where  it  might  be  efficiently  used. 

6.  BILLS  OF  LADING. 

[Circular  No.  6,  March  31,  1914.] 

Hereafter  all  office  memorandum  copies  of  Government  bills  of  lading  (De- 
partment of  Commerce  Form  57)  will  be  forwarded  to  the  Superintendent  im- 
mediately on  the  delivery  of  the  shipment  to  the  transportation  company. 
Every  effort  must  be  made  to  show  on  this  copy  the  weight  of  the  shipment 
and  rate  to  destination. 

[Office  memorandum,  June  26,  1914.] 

*  *  -.<  *  :;=  *  # 

The  auditor  has  called  attention  to  the  fact  that  shipments  of  freight  and 
express  on  Government  bills  of  lading,  or  otherwise,  must  be  carefully  de- 
scribed on  the  bill  of  lading,  showing  how  packed,  the  contents  of  each  package, 
and  the  weight;  as,  one  box  surveying  instruments,  weight  160  pounds;  one 
bundle  of  tents,  weight  100  pounds;  one  crate  of  tripod,  weight  130  pounds; 
one  bundle  of  tripods,  wrapped  in  burlap,  weight  150  pounds.  This  applies 
likewise  to  local  shipments  in  the  field,  and  in  taking  receipts  for  freight 
charges  care  should  be  taken  that  the  receipts  show  the  information  mentioned 
above.  Failure  in  this  respect  will  necessitate  the  accounts  being  returned 
to  the  chief  of  party  to  supply  the  information. 


7.  AMOUNT  OF  BOND  OF  CHIEF  OF  PARTY. 

[Bulletin,  November,  1915.] 

The  Department  has  approved  the  fixing  of  the  amount  of  bonds  of  all 
chiefs  of  parties  in  the  Coast  and  Geodetic  Survey  hereafter  in  the  penal  sum 
of  $4,000,  unless  otherwise  requested  in  special  cases. 

8.  CANCELED  AND  MUTILATED  CHECKS. 

[Office  memorandum,  June  26,  1914.] 

Canceled  or  mutilated  checks  should  be  held  until  the  end  of  the  quarter 
and  then  transmitted  to  the  "Auditor  for  State  and  Other  Departments,  Wash- 
ington, D.  C.,"  accompanied  by  a  transmitting  letter  signed  as  "Chief  of 
Party,  C.  &  G.  S.,  Code  No.  — ." 

9.  WHITE  MESS   COATS,   CAPS,   AND   APRONS   FURNISHED   MESSMEN. 

[Circular  No.  29,  May  17,  1916.] 

At  the  discretion  of  the  Superintendent,  white  linen  or  cotton  coats,  caps,  and 
aprons  will  be  furnished  for  the  use  of  cooks,  stewards,  and  mess  attendants 
on  vessels  of  the  Coast  and  Geodetic  Survey,  where  the  compensation  of  such 
employees  is  not  specifically  fixed  by  law,  the  articles  furnished  to  remain  the 
property  of  the  Government  as  a  part  of  the  regular  equipment  of  the  vessels, 
and  the  laundering  of  the  articles  to  be  at  the  expense  of  the  Government. 

10.  COMMUTATION  AND  SUBSISTENCE. 

[Changes  approved  by  the  department  Aug.  31,  1915.     Bulletin,  September,  1915.] 

Add  the  following  words  to  paragraph  435  (d)  :  "or  temporarily  on  duty  at 
a  suboffice."  As  amended,  this  paragraph  will  read  as  follows : 

435  (d).  While  serving  as  executive  officer  of  a  vessel,  under  the  superin- 
tendent's orders  designating  him  as  such,  or  temporarily  on  duty  at  a  suboffice, 
$1.50  per  day  each. 

Omit  paragraph  435  (;),  which  reads  as  follows: 

Neither  subsistence  nor  commutation  will  be  allowed  to  persons  on  duty  in 
any  city  of  the  United  States  where  there  is  a  suboffice,  except  to  officers  on 
vessels,  and  except  to  persons  traveling  under  orders  or  on  field  duty  and  not 
attached  to  the  suboffice. 

[Changes  approved  by  the  Secretary,  effective  July  1,  1916.] 

435.  Commutation  may,  at  his  discretion,  be  allowed  by  the  Superintendent  to 
assistants,  aids,  extra  observers,  nautical  experts,  magnetic  observers,  watch 
officers,  chief  engineers,  surgeons,  mates,  and  signalmen,  while  on  field  duty, 
under  the  following-named  conditions  and  exceptions,  and  at  not  to  exceed  the 
following  rates.  (Field  duty  is  duty  performed  under  authorization  by  the 
Superintendent  while  the  person  is  detached  from  the  office  in  Washington  or 
from  any  suboffice  or  fixed  magnetic  observatory  in  the  United  States,  and 
when  assigned  to  temporary  duty  at  a  suboffice ;  provided,  that  commutation  or 
subsistence  to  persons  assigned  to  temporary  duty  at  a  suboffice  shall  cease  at 
the  expiration  of  six  months.) 

In  paragraph  435  (ft),  line  2,  after  the  word  "aids"  insert  "watch  officers, 
chief  engineers,  surgeons,  mates,"  so  that  as  thus  amended  it  will  read : 

435  (h).  While  serving  in  the  Philippine  Islands,  commutation  will  be  allowed 
only  to  assistants  and  aids,  watch  officers,  chief  engineers,  surgeons,  mates, 


and  magnetic  observers,  and  will  include  all  duty  from  the  time  of  arrival  at 
a  Philippine  port  to  the  time  of  departure  for  a  United  States  port,  at  a  rate 
of  $2.50  each  per  day. 

In  paragraph  435  (i),  line  2,  after  "officers"  omit  "of  the  field  force,"  so 
that  the  paragraph  as  amended  will  read : 

435  (i).  Neither  subsistence  nor  commutation  can  be  allowed  to  any  person 
while  on  duty  in  Washington,  excepting  that  officers  temporarily  ordered  to  the 
office  at  Washington  for  consultation  with  the  Superintendent  may  be  allowed 
their  actual  necessary  expenses  for  short  periods. 

Change  paragraph  435  (I)  to  read  as  follows: 

435  (/).  The  compensation  of  deck  officers  is  fixed  at  a  rate  to  include  their 
subsistence,  and  no  commutation  will  be  allowed  them.  When,  however,  deck 
officers  are  detailed  for  temporary  shore  duty,  or  are  required  to  live  on  shore 
temporarily  while  repairs  are  being  made,  or  for  other  sufficient  reason,  they 
may  be  allowed  their  actual  living  expenses  when  supported  by  proper  receipts, 
not  to  exceed  $2  each  per  day,  from  which  50  cents  per  day  will  be  deducted  on 
the  voucher,  in  lieu  of  estimated  mess  bill  on  board  ship.  This  allowance,  how* 
ever,  will  not  be  made  when  these  officers  are  detailed  for  duty  at  the  Washing- 
ton office,  nou  when  specifically  excepted  in  the  orders  making  assignment  to 
shore  duty. 

In  paragraph  350,  lines  1  and  2,  omit  "  watch  officers,  mates,  chief  engineers, 
surgeons,  and  assistant  surgeons,  and  captain's  clerks,"  so  that  the  paragraph 
as  amended  will  read : 

350.  Deck  "officers  ordered  for  duty  in  the  Philippine  Islands  shall  receive  20 
per  cent  increase  of  pay  while  in  the  Philippines,  to  begin  on  date  of  arrival  and 
cease  on  the  date  they  sail  for  a  home  port.  Pay  rolls  and  pay  vouchers  must 
state  that  the  pay  charged  is  at  the  rate  herein  fixed.  No  extra  pay,  however, 
will  be  allowed  to  persons  employed  expressly  for  service  in  the  Philippines,  the 
compensation  in  such  cases  having  been  fixed  for  that  service  only. 

In  paragraph  78  (c),  line  1,  after  "  officers  "  omit  "  of  the  field  force,"  so  that 
the  paragraph  as  amended  will  read : 

78  (c).  Officers  on  duty  in  the  Philippine  Islands  may,  with  the  approval  of 
the  Superintendent,  be  granted  at  one  time  the  whole  or  any  portion  of  the 
annual  leave  accrued  and  unused  during  a  period  of  three  years.  Under  this 
regulation  leave  at  the  rate  of  two  and  one-half  days  per  month  begins  to  accrue 
on  the  day  of  arrival  in  the  Philippines  and  continues  to  accumulate  until  the 
total  of  90  days  has  accrued ;  that  is,  from  the  first  day  to  the  last  day,  both  in- 
clusive, of  actual  service  in  the  islands  leave  may  accrue,  but  no  more  than  the 
total  of  90  days  is  permitted  to  be  used  as  accrued  leave. 

11.  SUBSISTENCE  WHILE  TRAVELING. 

[Bulletin,  March,  1915.] 

Effective  March  16,  1915,  the  Superintendent  has  approved  the  maximum 
allowance  for  meals  to  officers  in  a  traveling  status  at  $3.50  per  diem,  and  to 
officers  traveling  only  a  portion  of  a  day  this  allowance  will  be  divided  as 
follows:  For  breakfast,  $1 ;  for  lunch  or  supper,  $1;  for  dinner,  $1.50. 

This  increase  for  meals  will  not  affect  the  maximum  allowance  for  officers 
in  a  traveling  status  living  at  hotels,  which  is  fixed  by  law  at  not  to  exceed 
$5  per  day. 

Attention  is  again  called  to  the  necessity  of  indicating  on  the  traveling 
vouchers  the  time  of  departure  and  arrival.  Failure  to  supply  this  information 
will  necessitate  the'  return  of  the  voucher  to  have  same  supplied. 


12.  COMPETITION  IN  CONNECTION  WITH  PURCHASES  AND  CONTRACTS  FOR 
.     SUPPLIES    OR    NONPERSONAL    SERVICES,    AND    PROPER    CERTIFICATION 
OF  VOUCHERS. 

[Office  memorandum,  January  20,  1915.] 

Extract  from  section  3709,  Revised  Statutes,  applying  to  field  services : 
All  purchases  and  contracts  for  supplies  or  services,  in  any  of  the  Depart- 
ments of  the  Government,  except  for  personal  services,  shall  be  made  by  adver- 
tising a  sufficient  time  previously  for  proposals  respecting  the  same,  when  the 
public  exigencies  do  not  require  the  immediate  delivery  of  the  articles,  or  per- 
formance of  the  service.  When  immediate  delivery  or  performance  is  required 
.by  the  public  exigency,  the  articles  or  service  required  may  be  procured  by  open 
purchase  or  contract,  at  the  places  and  in  the  manner  in  which  such  articles 
are  usually  bought  and  sold,  or  such  services  engaged,  between  individuals. 

The  above-quoted  extract,  and  the  amplification  of  same  by  various  decisions 
of  the  Comptroller,  supplemented  by  the  requirements  in  the  "  Regulations  and 
Instructions,"  will  be  your  guide  and  authority  in  connection  with  incurring 
expenditures  on  the  part  of  the  United  States. 

Section  5418,  Revised  Statutes,  provides  punishments  for  the.  false  making 
and  changing  of  bids  or  proposals. 

The  law,  as  set  forth  in  section  3709,  makes  the  question  of  "  time  "  the  sole 
condition  for  dispensing  with  competition  under  a  public  exigency.  But  the 
Comptroller,  in  approving  our  general  field  voucher  (Form  3),  enlarges  upon 
this  exception  of  "  time  "  as  justification  for  dispensing  with  competition  by 
naming  five  additional  conditions,  as  stated  in  sections  4a,  4b,  4c,  4d,  and  4e 
under  "  Method  of  or  absence  of  advertising,"  printed  on  back  of  this  form, 
when  competition  is  not  required.  However,  in  the  third  one  of  these  five  con- 
ditions (4c)  the  element  of  time  is  involved,  but  coupled  with  that  of  implied 
unjustifiable  expense.  This  section  must  not  be  abused  or  undue  advantage 
taken  of  it.  Aside  from  the  provisions  of  section  3709,  Revised  Statutes,  and 
the  conditions  named  in  sections  4a,  4b,  4c,  4d,  and  4e  above  referred  to,  there 
is  no  warrant  or  authority  of  law  or  regulation  for  dispensing  with  competition. 

In  connection  with  the  certification  of  vouchers  under  sections  1,  2,  and 
A,  B  of  "  Method  of  or  absence  of  advertising "  and  "  Form  of  agreement," 
see  paragraphs  437-445,  468,  and  469  of  the  "  Regulations."  The  certification 
of  vouchers  under  sections  3  and  C  has  been  too  free  and  indiscriminate, 
and  doubtless  in  many  instances  in  lieu  of  3  one  of  sections  4a,  4b,  4c,  4d,  or 
4e,  as  the  case  might  be,  would  have  been  more  appropriate  as  a  reason  for 
not  inviting  competition.  In  order  that  a  voucher  may  properly  be  certified 
under  sections  3  and  C,  which  dispenses  with  advertising  under  an  exigency 
of  the  public  service  on  account  of  the  delay  incident  thereto,  the  Comptroller 
has  ruled  that  an  exigency  must  in  fpct  be  real,  one  which  could  not  by 
ordinary  human  foresight  have  been  anticipated.  Mere  delay  or  oversight  in 
placing  an  order  is  not  considered  by  him  as  creating  a  public  exigency.  See 
the  requirements  in  paragraph  5  of  invitation  to  bidders  (Form  168)  when 
certifying  vouchers  under  section  4a ;  no  additional  remarks  on  vouchers  are 
necessary  when  certifying  under  sections  4b  or  4c ;  when  prices  or  rates  are 
fixed  by  "  regulation "  under  section  4d,  the  regulating  authority  should  be 
added  to  the  voucher ;  under  section  4e  refer  by  number  and  month  to  the 
previous  voucher  in  question.  These  additions  to  certification  of  vouchers 
under  section  4  should  be  made  on  the  blank  lines  of  section  4  on  back  of 
voucher. 

Old  or  completed  contracts,  whose  terms  have  expired  by  reason  of  the  ful- 
fillment thereof  in  quantities  furnished  or  time  limitation,  can  not  be  revived 
for  purposes  of  future  orders.  Nor  can  bids  or  proposals,  accepted  on  unit 


9 

prices  alone  and  without  limitation  of  quantity  or  time,  be  made  use  of  for 
more  than  one  order.     (See  Comptroller's  decision  of  January  6,  1915.) 

In  conclusion,  chiefs  of  party,  for  their  better  protection,  should  exercise 
greater  care  in  making  purchases  in  strict  accordance  with  law  and  regula- 
tions, and  vouchers  covering  same  should  be  so  certified  as  to  show  the  exact 
conditions  under  which  the  purchases  were  made. 

13.  REDUCTION  IN  THE  NUMBER   OF   COPIES   OF   CONTRACTS   SUBMITTED 
FOR  APPROVAL  OF  THE  SECRETARY  OF  COMMERCE. 

[Department  of  Commerce  Circular  No.  149,  second  edition,  February  13,  1915.] 

Under  existing  practice  three  copies  of  contracts  (including  leases)  are 
submitted  to  the  Secretary  of  Commerce  for  approval.  As  it  is  desired  to 
effect  a  saving  of  time  and  labor  and  to  eliminate  unnecessary  detail  it  is 
hereby  ordered  and  directed  that  hereafter  only  the  original  copy  of  each  con- 
tract shall  be  submitted  to  the  Secretary  for  approval ;  and  the  administrative 
officers  of  the  bureau  or  office  concerned  are  hereby  charged  with  the  respon- 
sibility of  seeing  that  the  copies  thereof,  together  with  the  indorsements 
thereon,  are  counterparts  of  the  original.  If  after  examination  of  the  original 
the  Department  suggests  changes  or  corrections  to  be  made  therein,  the  ad- 
ministrative officers  shall  see  that  like  changes  or  corrections  are  made  in  the 
other  copies,  and  shall,  upon  the  approval  of  the  original  by  the  Secretary, 
make  an  indorsement  on  such  copies  in  the  following  form : 

DEPARTMENT  OF  COMMERCE, 

(Name  of  bureau  or  office.) 

~LQ1 

I  hereby  certify  that  the  within  papers  are  a  true  and  correct  copy  of  the 
original,  as  approved  by  the Secretary  of  Commerce. 


(Administrative  officer.) 

When  the  original  has  been  approved  and  the  copies  properly  certified,  the 
bureau  or  office  interested  shall  transmit  it,  together  with  a  copy  thereof,  to 
the  Chief  Clerk  of  the  Department,  who  shall  forward  the  original  to  the 
Auditor  for  the  State  and  Other  Departments  and  the  copy  to  the  Disbursing 
Clerk  of  the  Department;  except  that,  in  case  of  contracts  of  the  Bureau  of 
Lighthouses,  the  original  only  shall  be  transmitted  to  the  Chief  Clerk.  The 
contractor's  copy  shall  be  forwarded  to  him  by  the  bureau  or  office  in  which 
the  contract  originates. 

This  order  shall  not  apply  to  contracts  and  leases  which  the  Secretary  exe- 
cutes on  behalf  of  the  Department,  and  such  instruments  shall  be  submitted 
in  triplicate  as  heretofore. 

14.  PROVISION  TO   BE  INCLUDED  IN  INVITATIONS   FOR   PROPOSALS, 

[Circular  No.  5,  March  10,  1914.] 

Hereafter  all  invitations  for  proposals  for  construction  or  repair  work  for 
this  Service  will  contain  the  following  provision : 

Should  the  successful  bidder  sublet  any  portion  of  his  contract,  he  shall 
immediately  give  notice  in  writing  to  the  Department,  through  the  inspecting 
officer,  of  the  fact,  giving  the  name  and  place  of  business  of  the  subcontractor 
and  specifying  the  part  of  the  contract  sublet,  with  the  time  limit,  if  any,  and 
this  shall  be  considered  as  a  part  of  the  requirements  of  his  contract. 
52087—16 2 


10 

'Inspecting  officers  will  see  that  this  information  is  promptly  furnished  and 
will  immediately  report  any  violations  of  the  act  of  June  19,  1912  (37  Stat.  L., 
137),  known  as  the  "eight-hour  law,"  on  the  part  of  subcontractors  as  well  as 
the  principal  contractor. 

15.  LIQUIDATED  DAMAGES. 

[Circular  No.  7,  May  26,  1914.] 

Hereafter,  in  preparing  invitations  for  one  bid  which  will  involve  two  or 
more  distinct  and  independent  obligations  on  the  part  of  the  contractor,  if  pro- 
vision is  made  for  liquidated  damages,  they  should  be  specified  separately  for 
each  of  the  distinct  obligations,  and  the  time  limit  for  each  obligation  should 
be  clearly  stated  in  the  bid. 

As  an  illustration,  in  an  invitation  and  proposal  for  the  construction  and 
delivery  of  two  whaleboats,  the  time  limit  with  liquidated  damages  for  delay 
on  each  boat  should  be  separately  stated,  although  one  sum  may  be  submitted 
as  a  bid  for  the  two  boats. 

This  does  not  apply  in  cases  such  as  repairs  to,  or  the  equipment  of,  a  vessel 
when  the  delay  in  the  completion  or  supplying  of  any  one  item  would  involve  a 
delay  in  putting  the  vessel  in  condition  for  service. 

16.  DESCRIPTIVE  LIST  AND  SERVICE  RECORD. 

[Circular  No.  15,  April  16,  1916.] 

Form  215,  "  Descriptive  List  and  Service  Record,"  is  practically  the  same  as 
the  former  "Enlistment  Record,"  but  has  some  changes  and  revisions.  The 
directions  and  explanations  on  the  form  are  sufficient  to  enable  you  to  furnish 
the  desired  information. 

This  service  record  is  to  be  used  hereafter  in  addition  to  the  regular  shipping 
articles. 

(Forms  may  be  obtained  on  requisition.) 

17.  DUPLICATE  DISCHARGES. 

[Circular  No.  14,  January  23,  1915.] 

Strict  compliance  with  the  requirement  in  the  Regulations,  paragraph  54, 
that  "  a  duplicate  of  each  discharge  must  be  sent  to  the  office  "  is  hereby  en- 
joined. 

Many  officers  have  failed  to  forward  duplicate  discharges,  or  have  done  so 
only  intermittently.  A  discharge  must  be  given  and  a  duplicate  sent  at  the 
termination  of  enlistment,  even  though  the  man  is  immediately  reshipped. 

These  duplicate  discharges  should  contain  the  signature  of  the  commanding 
officer,  either  written  or  stamped ;  this  has  been  overlooked  in  some  cases. 

The  frequent  requests  for  information  and  for  duplicate  discharges  can  only 
be  complied  with  if  a  man's  record  on  the  files  of  this  office  is  complete. 

18.  ESTIMATES  TO  BE  RENDERED  IN  TRIPLICATE. 

[Bulletin,  June,  1914.] 

In  the  future,  estimates  need  only  be  submitted  in  triplicate  instead  of  in 
quadruplicate,  as  in  the  past. 


11 

19.  ITEMS  DISALLOWED  BY  AUDITOR. 

[Bulletin,  March,  1915.]^ 

Suspensions,  together  with  the  reasons  therefor,  have  been  made  by  the 
Auditor  for  the  State  and  Other  Departments  from  the  accounts  of  the  dis- 
bursing agent  as  follows: 

"  Mosquito  dope."  This  item  seems  to  be  rejectable  under  Comptroller's 
manuscript  decision  of  January  30  and  February  26,  1915,  deciding  not  allowable 
.a  charge  for  mosquito  netting. 

"  Goggles."  Information  is  desired  as  to  use  for  which  the  article  was 
bought.  It  is  seemingly  an  item  of  personal  equipment. 

20.  CHANGES  IN  REGULATIONS  RESPECTING  FLAGS. 

[Circular  No.  16,  June  7,  1915.] 

The  Secretary  of  Commerce  has  approved  changes  in  and  additions  to  the 
Regulations  and  Instructions  for  the  Government  of  the  United  States  Coast 
und  Geodetic  Survey  as  follows: 

Paragraph  200  is  amended  to  read  as  follows: 

200.  Same  as  above  for  Vice  President;  the  national  ensign  at  fore.  Same 
as  above  for  Secretary  of  Commerce ;  Secretary's  flag  at  main.  Same  as  above 
for  Superintendent  of  Coast  and  Geodetic  Survey ;  Superintendent's  flag  at 
main.  Same  as  above  for  Assistant  Secretary  of  Commerce,  other  Cabinet  offi- 
cers, Chief  Justice  of  the  Supreme  Court,  Governor  of  State  or  Province  where 
anchored,  Speaker  of  the  House  and  Committees  of  Congress,  national  ensign 
at  the  fore. 

New  paragraph  200  (a)  is  added,  to  read  as  follows: 

200  (a).  When  the  flag  of  any  of  the  above  officials  is  hoisted  at  the  main, 
the  service  flag  at  the  fore  should  be  smaller,  and  when  no  official  whose  flag 
is  hoisted  at  the  main  is  on  board,  then  the  larger  service  flag  may  be  used. 

Paragraph  560  (c)  is  amended  to  read  as  follows: 

560  (c).  Flag  of  the  Superintendent  of  the  Coast  and  Geodetic  Survey:  A 
-white  triangle,  base  toward  the  hoist,  on  a  blue  field. 

21.  DIMENSIONS  OF  FLAGS. 

[Circular  No.  18,  July  27,  1915.] 

In  order  to  effect  uniformity  in  requisitions  for  national  ensigns,  boat  flags, 
and  union  jacks,  and  also  for  information  with  particular  reference  to  the 
nomenclature,  sizes,  etc.,  commanding  officers  of  vessels  are  directed,  in  making 
requisitions  for  any  of  the  aforesaid  flags,  to  conform  to  the  list  given  below ; 
the  flags  of  the  sizes  noted  only  will  be  furnished  for  use  on  board  vessels  of 
this  bureau. 

National  ensigns. — Hoist  8.94  feet,  48  stars;  hoist  5.14  feet,  48  stars;  hoist 
5  feet,  48  stars. 

Boat  flags.— Hoist  2.9  feet,  13  stars ;  hoist  2.37  feet,  13  stars. 

Union  jacks. — For  flag  of  8.94  feet  hoist ;  for  flag  of  5.14  feet  hoist ;  for  flag 
of  5  feet  hoist. 

The  sizes  of  the  Secretary's  flags,  the  Superintendent's  flags,  and  the  Coast 
and  Geodetic  Survey  service  flags  are  given  in  Department  Circular  No.  250, 
second  edition,  June  15,  1915. 


12 

22.  AUTHORITY  OF  INSPECTORS  AND  CHIEFS  OF  PARTIES. 

[Circular  No.  25,  April  4,  191d.] 

1.  Inspectors  and  chiefs  of  parties  are  responsible  directly  to  the  Superin- 
tendent for  work  assigned  to  them. 

2.  Chiefs  of  parties  should  consult  freely  with   an   inspector  when   in  the 
vicinity  of  a  suboffice,  and  the  latter  will  advise  freely  on  matters  affecting 
the  interests  of  the  Survey.     An  inspector  or  other  chief  of  party  is  not  author- 
ized to  issue  orders  to,  or  exercise  other  authority  over,  another  chief  of  party. 

3.  An  inspector  in  charge  of  a  suboffice  will  keep  the  Superintendent  informed 
promptly  of  the  conditions  and  needs  of  surveys  in  his  district,  and  will  make 
recommendations   as  to   work  that  should  be   done.     Orders   for   such   work, 
however,  will  be  issued  by  the  Superintendent,  and  the  officer  assigned  to  it, 
unless  attached  to  a  suboffice,  or  working  under  the  direction  of  an  inspector 
or  other  chief  of  party  by  order  of  the  Superintendent,  will  report  directly  to 
the  Washington  office. 

4.  Records  and  reports  will  be  forwarded  directly  to  the  Washington  office, 
but  the  Pacific  coast  and  Alaska  parties  are  authorized  to  forward  duplicates  of 
reports  to  the  nearest  suboffice.     In  all  cases,  however,  copies  of  reports  of 
newly    found   dangers   and    other    information    that    should    reach   the   public 
promptly,  relative  to  the  Pacific  coast  and  Alaska,  will  be  forwarded  to  the 
nearest  suboffice. 

5.  To  avoid  delay  inspectors  and  chiefs  of  parties  on  the  Pacific  coast  and 
Alaska  are  authorized,  whenever  the  Survey  develops  rocks  or  other  important 
information  that  should  reach  the  public  promptly,  to  issue  a  notice  furnishing 
such  information.     A  copy  of  such  notice,  with  full  details,  will  be  mailed  to 
the  Washington  office  at  once. 

6.  All  orders  or  instructions  previously  issued,  which  are  inconsistent  with 
the  provisions  of  this  circular,  are  hereby  revoked.     This  circular  does  not  apply 
to  the  Philippine  Islands. 

23.  INTERNAL-REVENUE  TAX. 

[Circular  No.  9,  December  8,  1914.] 

The  act  of  Congress,  approved  October  22,  1914,  providing  for  an  increase  of 
the  internal-revenue  tax,  provides,  among  other  things,  for  a  tax  on  express  and 
freight  receipts  and  telegraph  and  telephone  messages  costing  15  cents  or  more. 
In  both  cases  the  tax  need  not  be  paid  on  Government  property  or  messages  of 
officers  or  employees  of  the  Government  on  official  business,  as  the  law  specif- 
ically exempts  such  business  from  the  tax. 

An  exemption  should  therefore  be  claimed  on  express  and  freight  receipts 
and  on  telegraph  and  telephone  messages,  as  this  tax  can  not  be  allowed  in  the 
accounts. 

24.  ACCRUED  LEAVE. 

[Regulations,  July  16,  1913.] 

"  Officers  of  the  field  force  of  the  Coast  and  Geodetic  Survey  on  duty  in  the 
Philippine  Islands,  who,  in  the  discretion  of  the  Secretary  of  Commerce,  may 
be  granted  at  one  time  the  whole  or  any  portion  of  the  annual  leave  accrued  and 
unused  during  a  period  of  three  years." 

SUPERINTENDENT  :  The  Department  has  received  and,  after  careful  considera- 
tion, has  approved  your  recommendation  of  the  13th  instant  that  the  leave  regu- 
lations be  amended  so  as  to  permit  magnetic  observers  employed  by  the  Survey 


13 

to  be  granted  at  one  time  the  whole  or  any  portion  of  their  annual  leave  accrued 
and  unused  during  a  period  not  to  exceed  three  years  while  on  duty  outside  the 
continental  limits  of  the  United  States.  This  amendment  will  become  effective 
January  1,  1914. 

A  similar  amendment  in  favor  of  employees  of  the  Bureau  of  Fisheries  regu- 
larly employed  on  the  Pribilof  Islands,  Alaska,  has  also  been  authorized,  effective 
on  the  same  date. 

These  changes  will  be  embodied  in  the  leave  regulations  when  a  new  supply 
is  printed. 

(Signed)  WM.  C.  REDFIELD. 

[Regulations,  Juiie  11,  1914.] 

SUPERINTENDENT  i  In  accordance  with  the  Survey's  recommendation  of  May  19, 
supplemented  by  its  letter  of  June  4,  1914,  the  Department  hereby  authorizes 
the  following  amendment  of  the  leave  regulations : 

Assistants,  aids,  deck  officers,  watch  officers,  mates,  surgeons,  assistant  sur- 
geons, chief  engineers,  and  nautical  experts  of  the  Coast  and  Geodetic  Survey, 
serving  under  appropriate  orders  outside  of  the  continental  limits  of  the  United 
States  and  being  deprived  by  reason  thereof  of  the  opportunity  of  taking  their 
annual  leave  in  the  United  States  without  undue  expense  both  to  themselves 
and  the  Government,  may  accumulate  their  accrued  and  unused  leave  during  a 
period  of  two  years,  or  any  part  thereof,  the  same  to  be  granted  to  them  at  such 
time  as  the  exigencies  of  the  service  will  permit. 

There  is  inclosed  herewith  for  the  Survey's  information  and  files  copy  of  an 
opinion  rendered  by  the  Acting  Solicitor,  under  date  of  the  10th  instant,  to  the 
effect  that  the  foregoing  regulation  is  not  incompatible  with  existing  law. 

(Signed)  A.  L.  THURMAN. 

[Regulations.  November  20,  1914.] 

SUPERINTENDENT:  Receipt  is  acknowledged  of  the  Survey's  letter  of  the  17th 
instant  requesting  to  be  advised  whether  assistants,  aids,  deck  officers,  etc.,  wrho, 
in  accordance  with  an  amendment  to  the  leave  regulations  authorized  by  the 
Department  on  June  11,  1914,  are  allowed  to  accumulate  their  accrued  and 
unused  leave  for  a  period  of  two  years  while  serving  outside  the  continental 
limits  of  the  United  States,  may  use  their  accrued  and  unused  leave  for  the 
two  years  prior  to  June  11,  1914,  or  if  only  the  leave  accruing  since  that  date 
may  be  taken. 

In  response  the  Department  has  to  state  that,  after  carefully  considering  the 
question  presented,  it  has  decided  that  the  amendment  under  consideration  be 
retroactive  so  far  as  the  accruing  of  the  leave  is  concerned  and  that  the  em- 
ployees now  holding  positions  of  the  character  stated  in  the  amendment  may  use 
their  accrued  and  unused  leave  for  the  two  years  prior  to  June  11,  1914.  By 
direction  of  the  Secretary. 

(Signed)  GEO.  C.  HAVENNER. 

25.  PURCHASE  OF  MATERIALS  AND  SUPPLIES  FROM  NAVY  DEPARTMENT. 

[Circular  No.  17,  June  8,  1915.] 

To  meet  the  wishes  of  the  Navy  Department  and  in  order  to  facilitate  the 
settlement  of  accounts  for  materials  and  articles  received  from  the  Navy  De- 
partment, commanding  officers,  chiefs  of  party,  and  others  are  directed,  when 
requesting  such  articles  and  materials  from  navy  yards  and  other  supply  sta- 
tions of  that  department,  to  inform  the  proper  official  of  the  yard  or  station 


14 

what  Coast  and  Geodetic  Survey  appropriation  the  items  will  be  ultimately 
charged  against. 

For  the  purpose  of  transfer  of  appropriations,  there  are  only  two  appro- 
priations that  need  be  considered :  "  Party  expenses,  191 — ,"  and  "  Repairs  to 
vessels,  191 — ." 

The  effect  of  this  circular  is  to  further  explain  the  procedure  prescribed 
under  paragraph  534  of  the  Regulations  and  Instructions  for  the  Government 
of  the  United  States  Coast  and  Geodetic  Survey. 

26.  STANDARD  MEDICAL  AND  SURGICAL  EQUIPMENT  FOR  SMALL  VESSELS. 

[Circular  No.  30,  June  9,  1916.] 

Antiseptic  (bichloride)  tablets 2  bottles  ( 100  each ). 

Aromatic  spirits  of  ammonia   (G.  S.  bottle).  4 ounces. 

Aspirin   tablets    (5-grain) 3  bottles  (100  each). 

Belladonna   plasters 2  boxes. 

Bicarbonate  of  soda,  powdered 8  ounces. 

Boracic  acid,  powdered 1  pound. 

Brown  mixture  lozenges 2 bottles  (100 each). 

Carbolic  acid,  liquid,  pure   (G.  S.  bottle) Bounces. 

Castor  oil 1  pound. 

Cathartic  vegetable  pills 3  bottles  ( 100  each ). 

Copaiba  capsules   (5  minims) 100. 

Hydrogen  peroxide 2  bottles  (8  ounces  each). 

Laudanum 4  ounces. 

Mustard  plasters 2  boxes. 

Oil  of  cloves 1  ounce. 

Permanganate  of  potassium,  crystals 1  pound. 

Petrolatum,  white 2  tins  (1  pound  each). 

Quinine  sulphate  tablets  (3-grain) 2  bottles  (100  each). 

Salts   (magnesium  sulphate) 1  tin  (2  pounds). 

Seidlitz  powders 1  dozen. 

Sirup  of  ipecac 4  ounces. 

Soap  liniment 2  bottles  (1  pound  each). 

Sun-cholera  mixture  (tablets) 1  bottle  (100 each). 

Tincture  of  iodine  (G.  S.  bottles) 8  ounces. 

Tincture  of  arnica 2  bottles  (1  pound  each). 

Unguentine — -  2  tins  (1  pound  each). 

Zinc  oxide,  powdered 8  ounces. 

Whisky  or  brandy -  1  quart. 

Adhesive  plaster ~  1  roll  (8  or  10  inches  wide)  in  tin. 

Bandages i  dozen  1-inch  gauze. 

do 1  dozen  li-inch  gauze. 

do 1  dozen  2-inch  gauze. 

do 1  dozen  3-inch  gauze. 

do \  dozen  3-inch  muslin. 

do $  dozen  4-inch  muslin. 

Bandages,  suspensory 3. 

Catgut  sutures,  medium 3  tubes  (glass). 

Catheter,  soft  rubber Iset  (6  in  set). 

Clinical  thermometer 2. 

Cotton,  absorbent 3  rolls  ( 1  pound  each ). 

First-aid  packages -  1  doz. 

Gauze,  plain,  sterile 3  rolls  (5  yards  each). 


15 

Hot-water  bag 1. 

Ice  bag 1. 

Medicine  droppers 6. 

Pocket  case  (small)   surgical  instruments 1. 

Surgical  needles,  assorted 1  dozen  (in  glass  bottle). 

Syringe,  fountain 1. 

Tourniquet,  instant,  rubber 2. 

Articles  contained  in  this  list  will  be  allowed  to  vessels  not  carrying  a 
surgeon  and  to  wire-drag  parties  operating  in  Alaska.  Additional  articles  may 
be  had  only  by  special  request,  which  must  in  every  case  explain  the  need  for 
those  articles.  The  quantities  are  considered  sufficient  for  a  party  of  20  men 
for  a  period  of  six  months  and  may  be  increased  proportionately  for  a  larger 
party  or  a  longer  period. 

Directions  for  the  use  of  these  drugs  can  be  found  in  the  Medical  Handbook 
issued  by  the  Lighthouse  Service,  a  copy  of  which  will  be  furnished  upon 
request. 

27.  MILES  RUN  BY  STEAMERS. 

[Circular  No.  13,  January  22,  1915.] 

Beginning  with  the  month  of  January,  1915,  the  commanding  officer  of  a 
vessel  will  hereafter  state,  at  the  bottom  of  page  1  of  the  "  Monthly  report  and 
journal  of  field  party,"  the  whole  number  of  miles  run  by  the  steamer  under  his 
command  during  the  month.  This  is  required  for  statistical  purposes. 

28.  PAY  AND  SUBSISTENCE  OF  WATCH  OFFICERS,  MATES,  CHIEF 
ENGINEERS,  AND  SURGEONS. 

[Regulation  approved  by  Secretary  of  Commerce  May  4,  1916.] 

From  July  1,  1916,  the  pay  of  watch  officers,  mates,  chief  engineers,  and 
surgeons  in  the  United  States  Coast  and  Geodetic  Survey  will  be  reduced  not 
to  exceed  $25  per  month,  except  in  the  Philippine  Islands,  where  the  pay  will 
be  reduced  $25  per  month  in  addition  to  the  20  per  cent  additional  pay  allowed 
for  service  in  the  Philippines,  and  all  will  be  allowed  commuted  subsistence  at 
the  rate  of  $1  per  day  while  serving  on  vessels  in  the  waters  of  the  United 
States  and  Alaska  and  $2.50  per  day  while  on  duty  in  the  Philippine  Islands. 

29.  PER  SIGNATURES  TO  CASH  RECEIPTS. 

[Bulletin,  August,  1914.] 

For  the  information  of  chiefs  of  party  it  is  mentioned  that  "  per  "  signatures 
to  cash  receipts  in  small  sums  will  hereafter  be  admitted  when  the  person  so 
signing  below  the  name  of  the  proper  payee  clearly  states  the  capacity  in 
which  he  signs.  For  instance,  when,  of  necessity,  payment  is  made  to  the  driver 
of  a  livery  team,  a  receipt  taken  from  the  driver  will  be  allowed  if  the  signature 
conforms  to  the  following: 

John  Doe,  Proprietor, 

By  James  Smith,  Driver. 

Likewise,  small  cash  purchases  supported  by  receipts  bearing  the  name  of  a 
store  or  owner  thereof,  together  with  that  of  the  clerk  or  salesman  making  the 
sale,  and  the  capacity  in  which  he  signs,  will  be  admitted.  The  usual  or 
customary  memorandum  sales  slip  given  by  large  mercantile  houses  or  depart- 
ment stores  with  each  purchase  will  be  considered  a  satisfactory  receipt. 


16 

30.  RADIO  MESSAGES. 
[Bulletin,  June,  1916.] 

The  Superintendent  of  Naval  Radio  Service  announces  that,  effective  on  and 
after  July  1,  1916,  it  will  be  obligatory  on  the  part  of  senders  of  radiograms  to 
be  handled  by  the  Naval  Radio  Service  to  indicate  in  address  of  the  message 
the  class  of  vessel  it  is  desired  to  reach  by  this  service,  such  as  S/S  (steam- 
ship or  steamer),  or  USS  (United  States  ship),  as  the  case  may  be.  Example: 

Radio 
John  Doe, 

USS  New  Hampshire, 

Charleston   (SO) 

This  order  becomes  necessary  owing  to  the  confusion  in  proper  handling  of 
such  traffic,  because  of  a  large  number  of  names  of  ships  being  the  same  as 
cities,  towns,  etc. 

The  extra  word  will  be  charged  for  and  counted  in  the  check. 

31.  MISCELLANEOUS  RECEIPTS. 

[Circular  No.  11,  January  14,  1915.] 

In  accordance  with  instructions  from  the  Secretary  of  Commerce,  dated  Janu- 
ary 5,  1915,  all  remittances  of  miscellaneous  receipts  will  in  the  future  be  made 
payable  to  the  Secretary  of  Commerce  instead  of  the  assistant  in  charge  of 
office,  but  will  be  transmitted  to  the  Department  through  this  office. 

This  will  affect  paragraphs  357  to  366  of  "  Regulations  and  Instructions  for 
the  Government  of  the  United  States  Coast  and  Geodetic  Survey." 

32.  PERSONAL  REPORTS. 

[Bulletin,  May  28,  1915.] 

In  mailing  personal  reports  chiefs  of  party  are  requested  not  to  fold  them 
in  with  party  accounts  where  vSiey  are  likely  to  be  overlooked.  They  may  be 
inclosed  in  the  same  envelope  b»it  sLjuld  be  separately  folded. 

33.  REQUISITIONS  FOR  FUNDS. 

[Bulletin,  August,  1914.] 

In  making  requisitions  for  funds  chiefs  of  party  must  fill  in  the  statement 
on  Form  13*,  both  as  to  estimated  expenditures  and  funds  on  hand,  and  dates 
must  be  used  in  giving  the  period  the  requisition  is  intended  to  cover.  A 
failure  to  furnish  this  information  will  necessitate  the  requisition  being  re- 
turned to  supply  same. 

34.  FUNDS  AND  PERSONAL  EFFECTS  OF  DECEASED  SEAMEN. 
[Regulation  prescribed  by  the  Assistant  Secretary  of  Commerce  on  Apr.  8,  1915.] 

Referring  to  your  communication  of  April  2,  1915,  addressed  to  the  Secretary, 
you  are  advised  that  there  does  not  appear  to  be  any  statute  providing  for 
the  disposition  of  the  funds  or  personal  effects  of  seamen  or  other  employees 
of  the  Coast  and  Geodetic  Survey  wrho  die  in  the  service.  The  local  law  in 
regard  to  descent  of  property  will  govern  in  each  case.  If  an  executor  or 
administrator  is  appointed  in  any  case,  of  course  the  decedent's  personal  effects 
should  be  turned  over  to  such  legal  representative.  If  no  legal  representative 


17 

is  appointed,  so  far  as  known,  the  effects  may  be  turned  over  to  the  next  of  kin, 
who  may  be  entitled,  under  the  local  law,  to  take  such  property.  If  no  person 
appears  to  claim  the  property  as  legal  representative  or  next  of  kin,  the  person 
who  has  actual  possession  of  it  will  have  such  a  qualified  title  thereto  as  will 
enable  him  to  hold  it  as  against  any  other  person,  unless  and  until,  under 
proceedings,  the  property  is  declared  to  have  escheated  to  the  State  or  county, 
as  the  case  may  be.  If  the  person  who  has  possession  of  such  personal 
property  is  an  employee  of  the  Coast  and  Geodetic  Survey,  the  property 
may  be  treated  as  any  other  personal  property  belonging  to  the  United  States 
and  under  the  immediate  control  of  the  Coast  and  Geodetic  Survey.  If  its 
value  justifies  such  a  course,  it  may  be  sold  and  the  proceeds  turned  irito  the 
Treasury  of  the  United  States,  as  provided  in  section  3618,  Revised  Statutes. 

35.  PURCHASE  OF  RUBBER  STAMPS. 

[Circular  No.  1,  May  1,  1913. J 

It  is  found  that  the  practice  of  purchasing  'rubber  stamps  in  the  field  results 
in  the  payment  of  exhorbitant  prices,  and  all  field  officers  are  therefore  directed 
to  procure  rubber  stamps,  when  needed,  by  stationery  requisition  upon  the 
office.  Copy  should  accompany  such  requisition  showing  legend,  number  of 
lines,  and  style  of  type. 

36.  CONFIRMATION  OF  TELEGRAM. 

[Circular,  September  14,  1915.] 

Copies  of  Forms  511,  telegram  blank,  and  511a,  confirmation  of  telegram, 
are  transmitted  herewith.  These  forms  are  intended  for  use  in  the  field  and 
suboffices  in  dispatching  and  confirming  telegrams.  The  charges  for  all  official 
telegrams  should  be  paid  through  the  office  at  Washington. 

37.  ADDRESS  OF  TELEGRAMS  FOR  WASHINGTON,  D.  C. 

[Circular  No.  21,  November  11,  1915.] 

The  Western  Union  and  the  Postal  Telegraph-Cable  Cos.  have  announced 
that  they  will  accept  telegrams  destined  to  Washingotn,  D.  C.,  addressed 
"  Washington,"  without  requiring  the  "  D.  C."  to  be  written  or  charged  for 
as  part  of  the  address. 

It  is  accordingly  directed  that  "  D.  C."  be  omitted  from  all  official  telegrams 
addressed  to  Washington,  D.  C. 

38.  TIPS  TO  PORTERS  AND  WAITERS. 

[Bulletin,  February,  1916.] 

Under  date  of  February  14,  1916,  the  Comptroller  of  the  Treasury  approved 
a  ruling  of  the  Auditor  for  the  State  and  Other  Departments  to  the  effect 
that  Government  employees  would  not  be  entitled  to  reimbursement  for  tips 
to  porters  and  waiters  paid  in  States  where  the  State  law  prohibits  the  pay- 
ment or  acceptance  of  such  gratuities,  holding  that  a  gratuity  paid  in  a  State 
where  its  payment  is  unlawful  can  not  be  allowed  as  a  necessary  traveling 
expense  provided  for  by  law. 

From  the  best  information  that  this  office  can  obtain,  antitipping  legislation 
has  been  passed  in  South  Carolina,  Mississippi,  Arkansas,  Tennessee,  and  Iowa. 
Items  in  vouchers  claiming  reimbursement  for  payments  for  fees  to  waiters, 
porters  at  hotels,  porters  at  depots,  Pullman  porters,  etc.,  paid  in  States 
where  such  payments  are  declared  to  be  unlawful,  will  not  be  passed  by  this 
office. 


18 

39.  ACCOUNTS  FOR  TRAVEL. 

[Bulletin,  August,  1914.] 

In  the  future,  in  stating  accounts  for  reimbursement  of  traveling  expenses 
(when  traveling  under  conditions  of  actual  subsistence  or  when  actual  and 
commuted  subsistence  become  interwoven),  it  will  be  necessary  for  all  em- 
ployees performing  the  travel  to  state  in  their  vouchers  the  hour  of  boarding 
train  and  of  arrival  at  destination;  also,  the  actual  time  between  time  of 
leaving  and  reboarding  trains  on  all  stop-overs  en  route  should  be  stated, 
whether  such  stop-overs  are  on  official  or  personal  account. 

40.  CHARGES  FOR  SLEEPING  CAR  OR  PARLOR  CAR  ACCOMMODATIONS. 

[Bulletin,  September,  1914.] 

All  charges  for  sleeping  or  parlor  car  accommodations  nwist  be  supported  by 
the  berth  or  seat  check. 

Through  sleeping  or  parlor  car  tickets  must  be  obtained  where  possible. 

The  allowance  is  for  either  a  lower  or  upper  berth ;  the  kind  of  berth  actually 
obtained  must  be  stated. 

When  using  Government  requests  for  transportation  for  parlor  or  sleeping 
car  accommodations  the  passenger's  check  must  be  attached  to  the  duplicate 
request  before  it  is  transmitted  to  the  office. 

41.  UNIFORM  REGULATIONS. 

[Circular  No.  24.  March  6,  1916.] 

'  The  Secretary  of  Commerce  has  authorized  the  following  amendments  to 
the  Uniform  Regulations. 

Strike  out  paragraph  128  (/)  and  substitute  the  following: 

(/)  White  coat. — To  be  a  single-breasted  sack  coat  of  white  linen,  duck,  or 
drill,  fitting  closely  at  the  waist  and  having  a  chest  measurement  5  inches 
greater  than  that  of  the  wearer,  buttoned  down  the  front  by  five  f-inch  dead 
gilt  service  buttons,  the  skirt  to  have  a  moderate  degree  of  flare  and  extend 
to  the  crotch. 

Collar :  To  have  a  stand-and-fall  collar,  fastened  with  two  hooks  and  eyes ; 
stand  to  be  from  1£  to  2  inches,  and  fall  slightly  greater,  both  stand  and  fall 
meeting  accurately  in  midline ;  collar  to  be  of  two  thicknesses  of  material  per- 
mitting it  to  be  worn  without  a  linen  collar. 

Pockets :  To  have  four  inside  pockets  with  outside  openings,  two  at  the 
breast  and  two  below  the  waist ;  the  openings  of  all  pockets  to  be  covered  by 
flaps  slightly  rounded  at  lower  corners,  pointed  at  the  center,  and  buttoned 
with  T^g-inch  dead  gilt  service  buttons ;  breast  pocket  openings  to  be  5*  inches, 
and  lower  pocket  openings  Gfinches. 

,  Gore  seams :  Coat  to  have  one  plain  gore  seam  extending  from  collar  to  each 
breast  pocket. 

Shoulder  loops:  To  be  of  same  material  as  the  coat,  sewed  into  the  sleeve 
seam,  and  reaching  to  the  collar ;  to  have  a  width  of  3  inches  at  the  sleeve 
seam  and  tapering  to  If  inches  at  a  point  \  inch  from  the  collar,  then  tapering 
to  a  point,  the  free  end  to  be  secured  with  a  &-inch  dull  gilt  service  button 
centering  at  f  inch  from  the  tip  of  the  loop.  The  insignia  of  rank  will  be 
shown  on  the  shoulder  loops  and  will  consist  of  white  braid  and  soutache 
arranged  as  on  the  sleeve  of  the  blue  service  uniform.  The  outer  edge  of  first 
stripe  to  be  f  inch  from  shoulder  seam. 

Collar  ornaments :  Eyelets  to  be  worked  in  the  collar  to  facilitate  attach- 
ing collar  ornaments  in  proper  position.  The  collar  ornaments  will  consist  of 
the  letters  "  U.  S."  in  gilt  metal  in  Gothic  design  f  inch  high,  and  the  corps 
device  f  inch  in  diameter.  The  first  letter  to  be  1  inch  from  front  edge  of  and 
midway  between  top  and  bottom  of  collar,  the  corps  device  to  be  separated 
in  center  line  from  "  U.  S."  by  £  inch. 


19  '      <   : :   ; 

Strike  out  paragraph  128  (g)  and  substitute  the  following: 

(g)  White  trousers.— To  be  of  the  same  design  as  the  blue  trousers  but  of 
the  same  material  as  the  white  coat. 

Strike  out  paragraph  128  (;)  and  substitute  the  following: 

(j)  Field  Coat. — The  coat  will  be  of  duck,  canvas,  or  cotton  drilling,  or 
khaki,  of  light-brown  color,  but  in  all  other  respects  shall  be  similar  in  cut  to 
the  white  coat.  The  insignia  of  rank  will  be  of  slightly  darker  material  than 
the  coat.  Buttons  and  ornaments  to  be  identical  with  those  of  the  white 
uniform. 

Strike  out  paragraph  128  (s)  and  substitute  the  following: 

(*)  Shoes. — Black  shoes  will  be  worn  with  the  blue  uniform,  and  white  shoes 
with  leather  soles  and  heels  with  the  white  uniform.  Black  or  tan  shoes  may 
be  worn  with  the  field  uniform.  Plain  black  stockings  will  be  worn  with  black 
shoes,  and  plain  white  stockings  with  white  shoes. 

Strike  out  paragraph  128  (y)  and  substitute  the  following: 

(2/)  Sleeve  stripes  for  the  service  coat  and  overcoat. — The  stripes  on  the 
sieeves  will  be  of  black  mohair  lustrous  braid,  arranged  as  on  the  undress 
coat  to  indicate  relative  rank,  but  the  insignia  above  the  stripes  will  be  omitted. 

42.  REGULATION   GOVERNING   REPAIRS   TO   VESSELS   AND   OBTAINING   OF 
MARINE    STORES   AT   NAVY   YARDS   AND    NAVAL    STATIONS. 

[Regulation  approved  by  the  Secretary  July  23,  1913.] 

1.  In  obtaining  competition  for  repairs  to  vessels  belonging  to  this  Depart- 
ment, it  is  hereby  directed  that,  whenever  it  is  practicable  to  do  so,  estimates  for 
such  work  should  be  secured  from  the  Navy  Department,  in  addition  to  pro- 
posals usually  solicited  from  private  firms,  which  estimates  should  be  based  upon 
the  same  specifications  that  are  submitted  to  such  private  concerns.     As  a  result 
thereof,  if  it  is  concluded  that  the  work  may  be  performed  more  economically 
and  to  better  advantage  by  the  Navy  Department,  the  repairs  should  be  made  at 
a  yard  or  naval  station. 

2.  In  any  case  where  an  exigency  exists  requiring  the  immediate  performance 
of  the  work  desired,  or  where  it  is  impracticable  or  useless  to  advertise,  pro- 
posals need  not  be  solicited  from  private  concerns,  and  in  such  cases  the  repairs 
may  be  made  at  navy  yards  or  naval  stations. 

3.  No  repair  work  of  any  kind  shall  be  requested  from  any  navy  yard  or 
naval  station  until  after  the  same  has  been  authorized  in  accordance  with  the 
rules  of  the  Department  and  the  regulations  of  the  particular  service  or  bureau 
to  which  the  vessels  are  attached.     Whenever  authority  is  requested  to  have 
work  done  at  navy  yards  or  stations,  the  recommendation  in  each  instance 
should  be  accompanied  with  a  statement  fully  setting  forth  the  reasons  sup- 
porting such  recommendation  and  the  advantages  to  be  derived  from  such  a 
course. 

4.  When  any  item  of  repairs  has  been  duly  authorized  to  be  made  at  a  navy 
yard  or  naval  station,  no  other  work  or  any  different  work  will  be  done  under 
that  item  than  that  would  ordinarily  be  necessary  to  accomplish  that  particular 
item.     For  any  additional  work  further  authority  should  be  obtained. 

5.  Supplies,  equipment,  and  other  articles  needed  for  vessels  of  the  Depart- 
ment may  be  obtained  from  any  of  the  navy  yards  or  naval  stations  whenever 
it  is  considered  advantageous  and  in  the  interest  of  economy  to  do  so;  that  is, 
where  the  prices  at  which  they  are  furnished  are  not  higher  than  what  they 
could  be  obtained  for  from  private  concerns.     In  such  cases  authority  should  be 
requested  the  same  as  for  repairs,  as  stated  in  paragraph  3. 


20 

6.  In  accordance  with  the  request  of  this  Department,  the  Navy  Department 
has  authorized  the  following  navy  yards  and  naval  stations  to  undertake  repair 
work  in  connection  with  the  vessels  of  this  Department,  and  to  furnish  such 
supplies,  equipment,  and  stores,  upon  the  request  of  the  commanding  officer  or 
master  of  any  vessel  or  the  station  superintendent  or  other  accredited  Depart- 
ment representative,  after  the  same  has  been  dtaly  authorized  under  the  rules 
of  the  Department  and  the  particular  service  or  bureau  concerned : 

Navy  yards:  Portsmouth,  Boston,  New  York,  Philadelphia,  Washington,  Nor- 
folk, Charleston,  Mare  Island,  Puget  Sound. 

Naval  stations :  Key  West,  Guantanamo,  Cavite. 

43.  ESTIMATES  FOR  REPAIRS  TO  VESSELS. 

[Circular  No.  8,  June  17,  1914.] 

In  order  that  the  necessary  repairs  to  vessels  may  be  promptly  made,  it  is 
ordered  that  hereafter  the  commanding  officer  of  each  vessel  shall  forward  to 
the  office  estimates  in  detail  for  all  repairs  needed,  with  full  specifications, 
before  closing  field  work  and  in  ample  time  to  reach  the  office  for  action  thereon, 
publication  of  advertisements,  and  distribution  of  invitations  to  bidders  before 
the  arrival  of  the  vessel  at  the  port  where  the  repairs  are  to  be  made.  The  esti- 
mates and  specifications  should  reach  the  office  at  least  three  weeks  before  the 
vessel  is  expected  to  reach  port. 

o 


Serial  No.  55 


SUPPLEMENT  TO  THE 
REGULATIONS  AND  INSTRUCTIONS 

FOR  THE 


f 

UNITE 
COAST  AND  GEODETIC  SURVEY 

From  July  1  to  December  31, 1916 


WASHINGTON  :  GOVERNMENT  PRINTING  OFFICE  :  1917 


CONTENTS. 

Par. 

Address,  changes  of,  to  be  reported 1 

Bills  of  lading  and  passenger  transportation  requests 2 

Estimates  for  party  expenses,  repairs,  and  other  expenses,  preparation  of_  3 

Field  draftsmen 4 

Injuries  to  employees,  to  be  reported : 5 

Inventories,  rendition  of 6 

Penalty  envelopes  not  to  be  used  on  merchandise  shipped  to  Govern- 
ment officers  by  private  firms 7 

Rations  and  living  expenses,  crews 8 

Recorders  in  Philippine  Islands,  pay  of 9 

Register  of  field  officers 10 

Reports  and  returns  required  of  field  officers , 11 

Shipments  by  express 12 

Shipments  by  parcels  post 13 

Special  signals  for  surveying  vessels 14 

Statements  of  expenses  and  statements  of  balances 15 

Subsistence  of  deck  officers 16 

Subsistence   of   draftsmen 17 

2 


CHANGES  IN  REGULATIONS,  CIRCULARS,  BULLETIN  NOTES,  AND 
OFFICE  MEMORANDA  IN  REGARD  TO  ACCOUNTS,  JULY  1  TO 
DECEMBER  31,  1916. 


1.  ADDRESS,  CHANGES  OF. 

[Bulletin,  December,  1916.] 

To  facilitate  the  forwarding  of  mail  matter  and  for  other  reasons  it  is  neces- 
sary that  the  Coast  and  Geodetic  Survey  office  should  be  informed  at  all  times 
of  the  address  of  each  field  officer,  whether  on  field  or  office  duty  or  on  leave 
of  absence. 

Field  officers  are  requested  to  notify  the  superintendent  promptly  in  advance 
of  each  change  of  address,  using  the  form  provided  for  the  purpose,  a  supply  of 
which  may  be  obtained  on  requisition. 

2,  GOVERNMENT  BILLS   OF   LADING  AND   PASSENGER   TRANSPORTATION 

REQUESTS. 

[Circular  No.  33,  July  13,  1916.] 
BILLS   OF  LADING. 

A  record  of  all  bills  of  lading  issued  by  the  department  is  kept,  and  any  bills 
that  are  spoiled,  or  are  not  used  for  any  other  reason,  should  be  returned  to  the 
office  together  with  the  shipping  order  and  the  memorandum  of  the  same 
number. 

In  making  shipments,  the  weights  and  descriptions  must  be  entered  on  the 
bill  of  lading,  and  care  should  be  used  to  see  that  they  are  correct. 

Where  possible,  the  rate  should  be  inserted  on  the  bill  of  lading. 

When  a  shipment  is  made,  forward  the  original  bill  of  lading  to  the  consignee, 
turn  the  shipping  order  over  to  the  transportation  company,  and  forward  the 
memorandum  bill  of  lading  to  this  office  promptly. 

There  are  continuation  sheets  to  be  used  with  bills  of  lading,  where  the  ship- 
ment is  too  large  to  be  listed  on  one  sheet ;  do  not  use  two  bills  of  lading  for 
one  shipment. 

PASSENGER  TRANSPORTATION  REQUESTS. 

The  memorandum  copy  of  transportation  requests  must  be  filled  in  com- 
pletely, signed,  and  forwarded  to  the  office  immediately.  The  cost  of  the  trans- 
portation furnished  on  the  request  (to  be  obtained  from  the  railroad  ticket 
agent)  must  not  be  omitted. 

3.  ESTIMATES  FOR  PARTY  EXPENSES,  REPAIRS,  AND  OTHER  EXPENSES, 

PREPARATION  OF. 

[Office  letter,  Aug.  10,  1916.] 

Attention  is  called  to  the  necessity  for  exercising  greater  care  in  the  prepa- 
ration and  use  of  estimates  for  party  expenses,  repairs,  and  other  expenditures. 

The  reviewing  officials  are  frequently  in  doubt  as  to  the  need  for  certain 
articles  and  especially  as  to  the  appropriation  to  which  they  are  chargeable, 
because  of  a  lack  of  the  proper  information,  if  any.  concerning  the  intended  use 
of  such  articles.  The  need  for  all  articles  for  which  the  use  is  not  obvious  must 
be  explained  on  estimates,  and  failure  to  supply  this  information  will  result  in 
the  disallowance  of  such  articles.  This  requirement  does  not  apply  to  the  usual 
75624—17  3 


ship  supplies  and  equipment  of  shore  parties,  but  only  to  those  articles  which 
are  not  usually  supplied  to  such  parties  and  to  apparently  excessive  quantities 
of  such  articles  or  to  quality  above  the  standard  of  former  allowances  for  the 
same. 

Occasionally  estimates  are  received  in  which  articles  are  arranged  alpha- 
betically in  classes,  and  at  the  end  of  the  class  additional  articles  are  added 
without  regard  to  their  alphabetical  positions.  This  leads  to  confusion  in 
checking  off  the  articles  on  the  vouchers  for  their  purchase  and  causes  unneces- 
sary work  for  the  clerks.  All  articles  must  be  arranged  alphabetically  in  their 
proper  class. 

It  is  not  uncommon  for  a  chief  of  party  to  purchase  articles  in  excess  of  the 
quantity  authorized  in  his  approved  estimates.  In  order  to  avoid  doing  so  he 
should  check  each  purchase  on  his  estimate  and  should  submit  a  supplemental 
estimate  on  Form  493,  which  should  be  approved  by  the  office  before  he  exceeds 
the  quantity  which  has  been  authorized. 

Some  uncertainty  in  passing  accounts  arises  from  the  fact  that  articles  are 
billed  under  different  names  than  those  under  which  they  are  listed  on  the 
estimates,  or,  as  in  the  case  of  purchases  for  signal  building,  the  articles  may 
not  have  been  specified  on  the  estimate  but  included  in  the  general  term  "  signal 
building  material." 

To  obviate  this  difficulty  chiefs  of  parties  should  endeavor  to  supply  such 
information  with  their  vouchers  as  will  enable  the  examiners  to  identify  each 
article  on  the  estimates. 

The  above  remarks  apply  equally  to  Forms  1  and  493  and  would  have  been 
unnecessary  had  the  chiefs  of  parties  .complied  strictly  with  the  Regulations 
and  Instructions  and  exercised  greater  care  in  submitting  estimates  and  render- 
ing accounts. 

4.  FIELD   DRAFTSMEN. 

[Bulletin,  October,  1916.] 

Draftsmen  will  be  appointed  to  vessels  and  other  field  parties  as  necessary 
in  order  to  expedite  the  completion  of  the  field  records  in  the  field  and  under 
the  direction  of  the  chief  of  party,  and  to  furnish  a  permanent  force  of  trained 
men  from  which  selections  can  be  made  for  appointment  to  the  line  of  office 
draftsmen  as  vacancies  occur.  The  entrance  pay  will  be  $900,  and  subsistence 
will  be  allowed  them  as  for  other  field  officers. 

Appointments  to  this  position  will  be  made  from  the  Civil  Service  eligible 
lists  for  aid  to  topographic  draftsman.  Officers  of  the  field  force  who  have 
passed  the  aid  examination  will  be  eligible  for  appointment  as  draftsman  in 
the  field  parties. 

5.  INJURIES  TO   EMPLOYEES  TO  BE  REPORTED. 

[Bulletin,  October,  1916.] 

The  Department  of  Commerce  has  directed,  in  accordance  with  a  request  from 
the  Department  of  Labor,  that  all  injuries  to  civilian  employees  of  the  Govern- 
ment coming  under  the  new  Federal  workmen's  compensation  act  of  September 
7,  1916,  be  reported,  and  that  claims,  if  any,  be  presented  to  the  Department  of 
Labor  for  filing  until  the  organization  of  the  United  States  employees  compen- 
sation commission. 

Such  reports  should  be  mude  to  this  office  on  the  present  forms  provided  for 
the  purpose. 


6.  INVENTORIES    OF   INSTRUMENTS   AND    GENERAL    PROPERTY,    RENDI- 
TION OF. 

[Circular  No.  40,  Dec.  21,  1916.] 

It  is  self-evident  that  a  departure  from  the  requirements  in  rendering  in- 
ventories, in  matters  of  accuracy,  neatness,  compliance  with  the  rules  and  in- 
structions, is  sure  to  entail  loss  of  time  for  all  those  engaged  in  keeping  prop- 
erty accounts,  both  in  the  field  and  in  the  office,  where  there  is  a  long-felt  want 
of  extra  help  to  dispose  of  the  ordinary  work  in  hand. 

Therefore  it  is  urgently  requested  that  all  who  are  required  to  make  in- 
ventories of  property  study  the  regulations  and  endeavor  strictly  to  observe 
the  same. 

In  the  study  of  the  regulations  reference  is  made  to  instructions  on  the  back 
of  inventory  Form  14;  remarks  at  the  head  of  remarks  column;  directions  on 
back  of  Form  43,  purchase  list ;  directions  on  back  of  Form  46,  storage  report ; 
Form  55,  p.  5,  ship's  inventory,  for  those  who  render  inventories  for  vessels; 
and  the  General  Regulations,  respectively. 

HINTS   AND    SUGGESTIONS. 

For  numbered  instruments  or  numbered  pieces  of  general  property  place  but 
one  item  on  a  line. 

Unnumbered  instruments  and  unnumbered  pieces  of  general  property  should 
ordinarily  be  reported  collectively  on  one  line  for  items  of  a  special  class  in 
the  alphabetical  arrangement. 

Thoroughly  check  over  the  inventory  for  accuracy,  and  for  test  to  see  if  all 
the  requirements  have  been  met,  before  sending  it  to  the  office  for  audit. 

Forward  the  inventory  to  the  office  as  soon  as  possible  after  December  31. 

The  approval  of  the  inventory  at  the  time  it  is  settled  will  constitute  a  re- 
ceipt for  it. 

One  convenient  way  to  arrange  items  alphabetically  on  an  inventory  is  to 
make  a  list  of  all  the  items  to  be  reported  on  a  trial  sheet  with  the  items  con- 
secutively written  as  they  may  occur,  without  regard  to  alphabetical  arrange- 
ment. After  the  trial  list  is  complete  each  item  may  be  clipped  away  from  the 
rest  and  afterwards  the  whole  may  be  assembled  alphabetically  on  a  board  or 
table,  loosely  arranged ;  a  steel  scale  or  other  weight  will  hold  them  in  place 
till  they  are  entered  on  the  inventory. 

Blank  cards  or  blank  pieces  of  paper  may  also  be  used  by  writing  but  one 
item  on  the  card  or  paper,  and  when  all  items  have  been  entered  the  whole  pack 
of  cards  or  bunch  of  paper  may  be  arranged  into  alphabetical  order. 

When  it  is  desired  to  insert  the  inventory  Form  14  or  14a  into  a  typewriter 
the  left  edge  may  be  laid  over  the  right  edge  and  the  paper  creased  so  as  to 
form  a  medial  line;  on  this  line  cut  the  form  exactly  in  half;  each  half  will 
form  a  sheet  of  letter  size  and  entries  then  may  be  made  freely  with  a  type- 
writer. 

If  the  inventory  is  made  out  with  a  typewriter  all  of  the  items  should  be 
entered  first  in  alphabetical  order.  The  figures  and  remarks  can  be  entered 
later,  either  with  a  pen  or  a  typewriter. 

After  all  of  the  sheets  for  the  inventory  have  been  prepared  tlie  left  edges 
may  be  bound  together  with  gummed  tape,  such  as  is  used  in  library  work,  and 
the  whole  be  neatly  made  into  a  cahier  with  Form  14  for  a  cover. 

The  front  of  Form  14  properly  filled  out  is  sufficient  for  a  letter  of  trans- 
mittal  relating  to  the  inventory. 


7.  PENALTY   ENVELOPES    OR   LABELS   NOT    TO    BE   USED    ON    MERCHAN- 
DISE  SHIPPED   TO    GOVERNMENT    OFFICERS   BY   PRIVATE    FIRMS. 

[Bulletin,  July,  1916.] 

The  postmaster  at  Portland,  Greg.,  has  called  attention  to  the  following  order 
of  the  Post  Office  Department,  issued  December  1,  1915 : 

*  *  *  You  are  informed  that  any  officer  of  the  Government  authorized 
to  use  penalty  envelopes  may  .inclose  them  with  return  address  to  any  person 
from  or  through  whom  official  information  is  desired,  the  same  to  be  used  only 
to  cover  such  official  information  and  indorsement  relating  thereto.  There  is 
no  authority  of  law,  however,  for  officers  of  the  Government  to  furnish  penalty 
envelopes  or  labels  to  private  persons  for  the  purpose  of  enabling  the  latter 
to  transmit  in  the  mails  free  any  matter  other  than  "  official  information  and 
indorsements  relating  thereto."  Merchants  and  others  to  whom  penalty  en- 
velopes or  labels  have  been  erroneously  furnished  with  the  request  that  articles 
of  merchandise  be  mailed  free  of  postage  under  them  can  not  use  such  en- 
velopes or  labels  for  that  purpose.  Yon  will  please  report  to  this  office,  division 
of  classification,  any  cases  coming  to  your  attention  where  penalty  envelopes 
were  furnished  to  private  individuals  or  concerns  for  the  purpose  of  mailing 
free  any  matter  other  than  "  official  information  and  indorsements  relating 
thereto." 

8.  RATIONS   AND   ACTUAL   LIVING   EXPENSES   FOR    CREW. 
[Circular  No.  31,  July  1,  1916.] 

Paragraph  527  of  the  Regulations  and  Instructions  is  amended  by  striking 
out  the  last  sentence.  The  amended  paragraph  will  read : 

527.  ONE  RATION  EACH  DAY  ONLY. — When  a  member  of  the  crew  receiving  a 
commuted  ration  is  detached  from  his  ship  more  than  one  day,  only  one  ration 
shall  be  paid  him,  either  his  commuted  ration,  or  actual  living  expenses,  not  in 
excess  of  the  amounts  allowed  by  the  regulations.  (See  par.  435.) 

9.  RECORDERS  IN  THE  PHILIPPINES,  PAY  OF. 

[Bulletin,  July,  1916.] 

On  June  28,  the  Secretary  of  Commerce  fixed  the  maximum  pay  of  recorders 
employed  in  the  service  of  the  Coast  and  Geodetic  Survey  in  the  Philippine 
Islands  at  $60  per  month  on  ships  and  $50  per  month  in  the  Manila  office. 

10.  REGISTER  OF  FIELD  OFFICERS. 

[Bulletin,  September,  1916.] 

A  register  will  hereafter  be  kept  in  the  office  of  the  assistant  in  charge  in 
which  will  be  recorded  the  date  of  arrival  of  field  officers ;  the  vessel  or  party 
from  which  detached,  and  address  while  in  Washington;  also  the  date  of  de- 
tachment from  the  office,  date  of  instructions  for  travel,  and  field  address. 

Officers  are  requested  to  furnish  the  required  information  of  arrival  and 
departure. 

11.  REPORTS    AND    RETURNS    REQUIRED    OF    FIELD    OFFICERS. 

[Circular  No.  37,  Oct.  3,  1916.] 

Circular  No.  37,  dated  October  3,  1916,  gives  a  list  of  reports  and  returns 
required  to  be  made  by  the  field  officers  of  the  Survey,  classified  according  to 
the  intervals  of  transmission.  It  is  not  necessary  to  repeat  this  list  here. 


12.   SHIPMENTS  BY  EXPRESS. 

[Bulletin,  July,  1916.] 

Attention  of  field  officers  is  called  to  paragraph  430  of  the  Regulations  and 
Instructions,  which  directs  that  shipments  by  express  are  not  to  be  made  where 
the  time  of  transit  is  an  unimportant  consideration. 

13.   SHIPMENTS   BY   PARCELS    POST   SENT   TINDER   FRANK. 

[Bulletin,  October,  1916.] 

The  Post  Office  Department  has  called  attention  to  the  provisions  of  law 
limiting  to  4  pounds  the  weight  of  parcel-post  packages  that  may  be  mailed 
under  frank  with  the  exceptions  referred  to  in  the  act,  which  embrace  only 
single  books,  books  and  documents  published  or  circulated  by  order  of  Congress, 
printed  or  written  official  matter  emanating  from  any  of  the  departments  of 
the  Government  or  from  the  Smithsonian  Institution  mailed  at  Washington, 
D.  C.,  and  postage  stamps,  stamped  envelopes,  newspaper  wrappers,  postal 
cards,  and  internal-revenue  stamps. 

All  parcel-post  packages  sent  either  from  the  office  or  by  field  parties  under 
frank  are  limited  to  4  pounds  in  weight,  except  publications  mailed  in  Washing- 
ton referred  to  in  the  above  extract  from  the  statute. 

The  Post  Office  Department  regards  it  as  an  evasion  of  the  law  to  separate 
matter  weighing  in  excess  of  4  pounds  into  a  number  of  smaller  packages  in 
order  to  keep  within  the  limit  of  weight. 

Packages  up  to  50  pounds  may  be  mailed  for  delivery  in  the  first  and  second 
zones,  and  up  to  20  pounds  weight  in  other  zones,  if  the  proper  amount  of 
postage  is  paid,  and  the  Comptroller  of  the  Treasury  has  ruled  that  the  appro- 
priations for  any  department  which  are  available  for  transportation  purposes 
are  available  for  the  payment  of  postage  on  matter  to  which  the  penalty 
privilege  is  not  applicable. 

14.   SPECIAL  SIGNALS  FOR  SURVEYING  VESSELS  OF  THE  UNITED  STATES 
EMPLOYED    IN    HYDROGRAPHIC    SURVEYING. 

[Circular  No.  32,  July  7,  1916.] 

Pursuant  to  section  7  of  the  act  of  March  28,  1908,  on  application  of  the 
United  States  Coast  and  Geodetic  Survey,  the  following  special  signals  have 
been  registered  by  the  Bureau  of  Navigation  and  will  be  published : 

A  surveying  vessel  of  the  United  States,  under  way  or  at  anchor  in  a  fairway 
and  employed  in  hydrographic  surveying,  may  carry  where  they  can  best  be 
seen,  but  in  any  case  well  above  the  running  lights  prescribed  by  law  for 
preventing  collisions,  three  lights  in  a  vertical  line,  one  over  the  other,  and  not 
less  than  6  feet  apart.  The  highest  and  lowest  of  these  lights  shall  be  green, 
and  the  middle  light,  shall  be  white,  and  they  shall  be  of  such  a  character  as  to 
be  visible  all  around  the  horizon,  at  a  distance  of  at  least  2  miles.  In  the  case 
of  a  small  vessel  the  distance  between  the  lights  of  such  private  code  may  be 
reduced  to  3  feet  if  necessary. 

By  day  such  surveying  vessel  may  carry  in  a  vertical  line,  one  over  the  other, 
not  less  than  6  feet  apart,  where  they  can  best  be  seen,  three  shapes  not  less 
than  2  feet  in  diameter,  of  which  the  highest  and  lowest  shall  be  globular  in 
shape  and  green  in  color,  and  the  middle  one  diamond  in  shape  and  white. 

Vessels  of  the  Coast  and  Geodetic  Survey  will  carry  the  above-prescribed 
marks  while  actually  engaged  in  hydrographic  surveying,  including  drag  work 


and  current  observations.     It  is  desired,  also,  that  launches  and  other  boats 
shall  carry  the  prescribed  marks,  if  practicable. 

It  must  be  distinctly  understood  that  these  special  signals  serve  only  to  indi- 
cate the  nature  of  the  work  upon  which  the  vessel  is  engaged,  and  in  no  way 
give  the  surveying  vessel  the  right  of  way  over  other  vessels  or  obviate  the 
necessity  for  a  strict  observance  of  the  rules  for  preventing  collisions  of  vessels. 

15.  STATEMENTS  OF  EXPENSES  AND  STATEMENTS  OF  BALANCES. 

[Circular  No.  35,  Sept.  7,  1916.] 

Paragraph  31  of  the  Regulations  is  hereby  modified  to  read  as  follows : 

31.  Monthly  statement  of  expenses  and  of  balances. — The  monthly  statement 
of  expenses  on  Form  474a  shall  be  forwarded  monthly  and  within  five  days 
after  the  end  of  the  month.  The  monthly  statement  of  balances  on  Form  474 
shall  be  forwarded  to  the  chief  of  party  as  soon  as  possible  after  the  receipt  of 
Form  474a  at  the  office. 

Chiefs  of  parties  will  study  carefully  the  modifications  of  the  direction,  for- 
merly on  Form  474,  now  carried  on  the  back  of  Form  474a,  and  conform  rigidly 
thereto. 

The  footnote  on  Form  474  relative  to  the  revision  of  "  total  expenses  "  refers 
to  those  items  which  have  been  paid  direct  by  the  division  of  accounts  since  the 
previous  notice  of  settlement. 

All  copies  of  the  old  Form  474  now  on  hand  should  be  destroyed. 

16.  SUBSISTENCE  OF  DECK  OFFICEES. 

[Circular  No.  39,  Dec.  2,  1916.] 

The  following  changes  in  the  Regulations  and  Instructions  are  effective 
January  1,  1917 : 

Amend  paragraph  435  by  inserting  "  deck  officers  "  after  "  aids,"  so  that  the 
amended  paragraph  will  read : 

435.  Commutation  may,  at  his  discretion,  be  allowed  by  the  superintendent  to 
assistants,  aids,  deck  officers,  extra  observers,  nautical  experts,  magnetic  ob- 
servers, watch  officers,  chief  engineers,  surgeons,  mates,  signalmen,  and  drafts- 
men, while  on  field  duty  under  the  following-named  conditions  and  exceptions, 
and  at  not  to  exceed  the  following  rates.  (Field  duty  is  duty  performed  under 
authorization  by  the  superintendent  while  the  person  is  detached  from  the  office 
in  Washington,  D.  C.,  or  from  any  suboffice  or  fixed  magnetic  observatory  in  the 
United  States,  and  when  assigned  to  temporary  duty  at  a  suboffice :  Provided, 
That  commutation  or  subsistence  to  persons  assigned  to  temporary  duty  at  a 
suboffice  shall  cease  at  the  expiration  of  six  months.) 

Amend  paragraph  435  (h)  by  inserting  "deck  officers,  extra  observers,"  after 
"  aids,"  so  that  the  amended  paragraph  will  read : 

435  (h).  While  serving  in  the  Philippine  Islands,  commutation  will  be  allowed 
only  to  assistants  and  aids,  deck  officers,  extra  observers,  watch  officers,  chief 
engineers,  surgeons,  mates,  and  magnetic  observers,  and  will  include  all  duty 
from  the  time  of  arrival  at  a  Philippine  port  to  the  time  of  departure  for  a 
United  States  port,  at  a  rate  of  $2.50  each  per  day. 

Cancel  paragraph  435  (1)  entirely,  including  all  amendments  heretofore  made 
thereto. 

Amend  paragraph  350  by  omitting  the  first  two  sentences  and  the  word  "  how- 
ever "  in  the  third  sentence,  so  that  the  amended  paragraph  will  read : 

350.  No  extra  pay  will  be  allowed  to  persons  employed  expressly  for  service  in 
the  Philippines,  the  compensation  in  such  cases  having  been  fixed  for  that  service 
only. 


17.  SUBSISTENCE   OF   DRAFTSMEN. 

[Circular  No.  38,  Oct.  23,  1916.] 

Paragraph  435  of  the  Regulations  and  Instructions  is  amended  by  inserting 
"  draftsmen  "  after  "  signalmen,"  so  that  the  amended  paragraph  will  read : 

435.  Commutation  may,  at  his  discretion,  be  allowed  by  the  superintendent  to 
assistants,  aids,  extra  observers,  nautical  experts,  magnetic  observers,  watch 
officers,  chief  engineers,  surgeons,  mates,  signalmen,  and  draftsmen,  while  on 
field  duty,  under  the  following-named  conditions  and  exceptions,  and  at  not  to 
exceed  the  following  rates.  (Field  duty  is  duty  performed  under  authorization 
by  the  superintendent  while  the  person  is  detached  from  the  office  in  Washing- 
ton, D.  C.,  or  from  any  suboffice  or  fixed  magnetic  observatory  in  the  United 
States,  and  when  assigned  to  temporary  duty  at  a  suboffice:  Provided,  That 
commutation  or  subsistence  to  persons  assigned  to  temporary  duty  at  a  suboffice 
shall  cease  at  the  expiration  of  six  months. ) 

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UNIVERSITY  OF  CALIFORNIA  LIBRARY 


